Mandatory Electronic Document Submission Helpful Tips

Março 15, 2013 - IE #006-13

As announced in IE #003-13: Personal Lines: Mandatory Electronic Document Submission Is Now Live, effective January 24, 2013, agents must upload all personal lines ePAS policy submissions using Electronic Document Submission (EDS). As a result of the successful implementation of this enhancement and the questions we received during our training sessions, we developed some tips and best practices to make this transition easier and more efficient.

Resources

Many of the topics that are addressed below can be found in more detail on the What’s New? section of the Agents site:

Personal Lines Document Submission Process Quick Reference

Personal Lines Document Submission Training Printable Version

Personal Lines Document Submission Process Tutorial

Helpful Tips

Topic

Subtopic

Best Practice

Uploading Documents

Upload Documents to Easily Locate

Select, assign and upload files to the appropriate document type so that the files are easy to find when you search for them in the View Documents tab. For example, do not upload photos to the Completed application signed and dated by the agent and insured box.

Do not combine multiple required documents as one file. Each required document should be saved and uploaded as an individual file.

Using the Submit Button

Before selecting the Submit button, be sure that each individual document is correctly identified and labeled using the specific document type.

Once all documents are identified and labeled properly, be sure to select the Submit button to transmit the policy to Underwriting and avoid cancellation of the policy.

The Submit button is available only after all documents in the Required Documents section are uploaded.

You can upload other documents with the required documents (for example, Documents Required for Credits, Surcharges or Optional Coverages or Other Documents).

Do not click the Submit button if you have additional documents to upload (including those that are not in the Required Documents section) until you have all documents that needed to be sent with the application. In other words, click the Submit button only when you are ready to send the application to Underwriting. Once the Submit button is selected, you cannot select it again.

EDS will allow the upload of additional documents after the Submit button has been selected, but the opportunity to click the Submit button will not be available once the application has been sent to underwriting.

You can upload up to five files per upload session. Repeat the upload process until you have uploaded all the files.

Photos

EDS limits photo uploads to one file per upload session. You can upload additional required photos in subsequent upload sessions. It might be more efficient to copy multiple photos into one file and upload that one file.

Document is Encrypted or Password-Protected

An error message may appear if the file is corrupt or password-protected. You’ll need to upload uncorrupted files that are not password-protected.

Naming Convention

You are urged to use the following naming convention for files being uploaded:

Document Name_Last_First Name_FRJXXXXXXX

Do not use extra periods/decimals in the filename. A period should appear only before the file type such as docx, pdf, etc.:

Document Name_Last_First Name_FRJXXXXXXXX.docx

Special Characters in the Insured Name in ePAS

A message appears to explain that uploads will fail if there are special characters, such as

\ / : * ? < > | ,

in the first- or last-name fields in ePAS. Check the applicant first and last name on the Applicant tab in ePAS. If any of the above characters are present, delete these characters in ePAS to prevent this upload error.

Green Check Marks Already Visible Before Documents Are Uploaded

A number of applications and policies entered in ePAS prior to January 24 incorrectly indicated that the associated required documents were uploaded into EDS:

Required documents still must be submitted to complete the submission process.

Click the Upload/View Documents link in the ePAS scrolling menu to open the Required Documents Upload and Submission screen.

Select up to five files with a total file size that does not exceed 10MB, and select Upload.